Non-Infrastructure Reporting/Invoicing Guidelines

Safe Routes to School

Non-infrastructure Reporting/Invoicing Guidelines

Updated 10/27/2016

Each Reporting/Invoicing Packet must include the following: (Reporting forms and sample forms can also be downloaded from the Michigan Safe Routes to School website under resources and award recipient reporting materials. Forms must be submitted electronically without hand written information.)

1.  Progress Report (not available on website, specific to individual objectives)

2.  Invoice

3.  Personnel Expense Detail (if personnel expenses were incurred)

4.  Non-personnel Expense Detail (if non-personnel expenses were incurred)

a.  Meeting Summary Form (if food and beverage expenses were incurred)

b.  Travel Summary Form (if mileage or other travel expenses were incurred)

5.  Receipts[1] (copies of all receipts for non-personnel expenses must be included in order to be reimbursed)

6.  The final Reporting/Invoicing Packet only must also include a Final Progress Report.

1.  Progress Report (This is a required form to accompany your reporting/invoicing packet. The progress report form has been tailored for your school based on your application. Please use the electronic progress report sent to you to report your progress toward goals and objectives. Quarterly progress reports are required if an invoice is not submitted.)

·  School name, city, contract number, job number, project number, and authorization number, will be completed for you in the electronic version.

·  Reporting Date Range: Start date and end date to coincide with the activities completed and the invoice form.

·  Contact Information: Enter the name of the person completing the form along with their title, phone number and e-mail.

·  Column 1 Activity Description: This information has been completed based on information submitted in your Safe Routes to School Application. If necessary add additional activities that are not included.

·  Column 2 Description: For all activities that were completed or are ongoing, please describe in 1-5 complete sentences:

a) Describe the activities underway or completed to accomplish your project (both proposed and unplanned).

b) Describe the impact (level of success, were unplanned modifications made to ensure the activities success, or were there unexpected results).

c) Describe and state the number of participants (total number of students, adults, volunteers, community partners, etc.).

·  Column 3 Documentation: Please describe the documentation you provided that supports your outcomes and achievements for each activity underway or completed. This includes but is not limited to marketing materials, news articles, photos, testimonials, quotes, sign-in sheets, and meeting agenda’s, etc.

·  Please list the cumulative percentage of progress completed. For example, if you completed 10% of the activities during the first reporting period, your report for the second reporting period will show at least 10% completed plus the percentage of completion for the second reporting period.

·  Please share success stories and additional comments.

·  Let us know of any questions or comments in regard to the program.

·  Note: The final progress summary report should indicate that all activities have been completed. If activities have not been fully completed, an explanation of why the activity was not fully completed should be included. If an inadequate response is provided, it could impact the final invoice reimbursement.

2.  Invoice (Please use the attached invoice template.)

·  School Name

·  Fiduciary Name (if not the school)

·  Fiduciary Address, Phone, Fax

·  Date: This is the date you are completing the report

·  Prime Contract Number: The Prime Contract Number is 2012-0730 (this stays the same on every form)

·  Job Number: The Job Number is located on page one of the subcontract agreement second paragraph.

·  Authorization Number: The Authorization Number is located on the first page of the subcontract agreement second paragraph (this stays the same on every form).

·  Billing Number: The first SRTS billing will be number 1, the second billing will be number 2, with subsequent billing numbers following in sequential order. The last bill should specify that it is the “FINAL BILL”.

·  Billing Period: This is the timeframe for which you are billing. The Billing Period must fall within the period of your subcontract.

·  Cumulative Percentage of All Activities Completed: Indicate the cumulative percentage of all activities completed. Percentages are cumulative. For example, if you completed 10% of activities during the first billing period, your report for the second billing

period will show at least 10% complete plus the percentage of completion for the second billing period. The final invoice needs to report 100% of all the activities completed and be accompanied with a final progress report. If not 100% completed a detailed explanation will need to be provided. An inadequate response can impact the final reimbursement.

·  Total Amount Budget: This is the full amount approved for each line item— Personnel and, Non-personnel, for the entire project.

·  The Amount Expended: This is the amount for which you are requesting reimbursement for each line item—Personnel, Non-personnel, Other—for this Reporting Period.

·  The Cumulative Expenditures: This is the amount spent to date for each line item. (For example, if this is billing 2, you will add the line item for billing 1 and the line item for billing 2 to get the Cumulative Expenditure.)

·  The Remaining Balance: This is the unspent amount in your budget for each line item.

·  Grand Totals:

·  To Whom the Check Should Be Made Payable: This is the name of the organization to which we will cut the check.

·  Name and Contact Information of the Person Completing the Invoice.

3.  Personnel Expense Detail[2] (Use the attached template. You should customize this form to include only the personnel approved in your subcontract.)

The Personnel Expense Detail must include:

·  School Name

·  Fiduciary Name (if not the school)

·  Fiduciary Address, Phone, Fax

·  Date: This is the date you are completing the report

·  Prime Contract Number: The Prime Contract Number is 2012-0730 (this stays the same on every form)

·  Authorization Number: The Authorization Number is located on page one of the subcontract agreement second paragraph (this stays the same on every form).

·  Billing Number: The first SRTS billing will be number 1, the second billing will be number 2, with subsequent billing numbers following in sequential order. The last bill should specify that it is the “FINAL BILL”.

·  Billing Period: This is the timeframe for which you are billing. The Billing Period must fall within the period of your subcontract.

·  Employee detail:

§  Name

§  Title (for example, SRTS Coordinator)

§  Work Period: The Work Period must be broken down by day, week, two weeks, or half month. An entire month is not acceptable as a Work Period.

§  Hours: Hours may be summed by day, week, to week period, or half month. Totaling hours for an entire month is not acceptable. Actual hours worked on the SRTS project must be documented on time sheets and only actual hours can be billed to the grant.

§  Hourly Rate: This is the hourly amount approved in your contract.

§  Salary Subtotal

§  Fringe Rate: You must have fringe benefits itemized in the budget or Award Summary included in your contract in order to be reimbursed for them. If you do not have fringe benefits in your award summary, leave this blank.

§  Fringe Amount: The percentage for the Fringe Amount must be the same as in your contract in order to be reimbursed. Leave blank if you do not have fringe benefits in your award summary.

§  Direct Labor Costs:

·  Grand Totals:

§  Total Hours

§  Total Salary

§  Total Fringe (if applicable)

§  Total Personnel – This amount is carried forward to the Invoice for Personnel Expense.

·  Please check the box to indicate that all time sheets referenced in this billing will be retained by the organization until the MDOT final audit, or notified by the Michigan Fitness Foundation.

4.  Non-personnel Expense Detail (Use the attached template, customized to the approved budget line items in your subcontract.)

The Non-personnel Expense Detail must include:

·  School Name

·  Fiduciary Name (if not the school)

·  School/Fiduciary Address, Phone, Fax

·  Date: This is the date you are completing this report

·  Prime Contract Number: 2012-0730 (The Prime Contract Number is 2012-0730 and this always stays the same)

·  Authorization Number: located on page one of the subcontract agreement second paragraph.

·  Billing Number: The first SRTS billing you submit will be 1, the second billing you submit will be 2, etc. The last bill should specify that it is the “FINAL BILL”.

·  Billing Period: This is the timeframe for which you are billing. The Billing Period must fall within the period of your subcontract.

·  Name of Budget Item: This is the name of the item as it appears on your Award Summary or the budget section of your contract.

§  If refreshments are served at a meeting(s), you must submit a Meeting Summary Form for each meeting. (See #6 below.) Please make sure your refreshment costs are within the SRTS Allowable Expenses for Food/Beverage.

§  If mileage reimbursement is requested and identified on your award summary, you must submit a SRTS Mileage Reimbursement Form. (See #7 below.) If your

organization has its own form that includes all of the necessary information, you may submit it instead. Please make sure your mileage reimbursement rate is within the SRTS Allowable Expenses for Travel.

·  Description of Item/Purpose: This is a description of what was purchased and the reason it was purchased.

·  Store/Vendor Name: This is the Store/Vendor Name that appears on the receipt.

·  Amount: This is the amount for which you are requesting reimbursement. This amount cannot be greater than the total amount on the receipt.

·  Grand Total: This is the total amount of the receipts on this form for which you are requesting reimbursement. This amount is carried forward to your Invoice for Non-personnel Expense.

5.  Receipts (A copy of a receipt is required for each item identified on the Non-personnel Expense Detail.)

·  Copies of receipts must be submitted for all non-personnel expenses.

·  Original receipts must be kept on file at your agency and available upon request for three years following the end of the contract or until MDOT’s final audit has been completed, whichever is later.

·  All receipts must identify the name of the vendor/store and include an itemized list of what was purchased. If the receipt does not include this information, please print this information on the receipt (or attach it to the receipt). Please see Sample Receipt Information for more details.

·  If refreshments are served at a meeting(s), you must submit a Meeting Summary Form for each meeting. (See #6 below.) Please make sure your refreshment costs are within the SRTS Allowable Expenses for Food/Beverage.

·  If mileage reimbursement is requested, you must submit a SRTS Travel Summary Form. (See #7 below.) If your organization has its own form that includes all of the necessary information, you may submit it instead. Please make sure your mileage reimbursement rate is within the SRTS Allowable Expenses for Travel.

·  If you have a receipt for printing or copies, please make sure it includes the number of copies made and the per copy rate. If the receipt does not include this information, please hand write it on the receipt.

6.  Meeting Summary Form

·  School Name

·  Fiduciary Name (if not the school)

·  Meeting Date: This is the date the meeting took place.

·  Meeting Start/End Time: This is the time the meeting started and ended.

·  Meeting Purpose: This should describe who met, why the meeting took place and (briefly) what was discussed. If you have a meeting agenda, please attach it.

·  Meeting Location: This is where the meeting took place.

·  Number of People Who Attended the Meeting (meals ordered): This is the number of people who attended the meeting. This could also be the number of people who RSVP’d for the meeting in advance if you needed to have numbers in advance in order to purchase food. If sign in sheets were used, please attach them.

·  Brief Description of Refreshments/Meal Served: This will include a summary of the refreshments or food/beverage served.

·  Listing of Receipts:

§  Receipt Date: This the date printed on the receipt

§  Store Name: This is the store name as it appears on the receipt (If this is not printed on the receipt, please handwrite it on the receipt.)

§  Amount: This is the amount of food, beverage, paper products, etc. for which you are requesting reimbursement. If only some of the items on a particular receipt are food/beverage for the meeting, identify them with a * or by circling them and handwriting a total of those items on the receipt and in this space

§  Total: This is the total amount spent on food, beverage, paper products, etc. for this meeting.

·  Is the per person cost equal to or below the allowable amount?

§  Replace the words “Total food cost….per person food cost” with the mathematical equation. For example: $228.07 / 178 = $1.28. The “/” means “divided by.”

§  Check “yes” or “no” as applicable.

4  Please consult the Safe Routes to School Allowable Expenses for Food and Mileage to know whether to check “yes” or “no.”

4  If your food/beverage expense is not within the allowable amount, you will only be reimbursed for the allowable amount.

7.  Travel Summary Form (If mileage is being reimbursed a Mileage Summary Form must be included. If your organization has a document similar to the Mileage Summary form, this may be used instead.)

·  School Name

·  Fiduciary Name (if not school)

·  Billing Period: This is the timeframe for which you are billing your mileage. The Billing Period must fall within the period of your subcontract.

·  Person Traveling: This is the person who did the traveling.

·  Date of Travel: This is the date the person traveled.

·  Purpose of Travel: This is the reason why the person was traveling and where they went.

·  From/To: This is the place the person traveled to and from.